ARCHIVING: A KEY OUT-OF-TERM IT PROJECT

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1 ARCHIVING: A KEY OUT-OF-TERM IT PROJECT C2C Systems

2 rst Heading Management And Archiving As An Out Of Term IT Project? Are we serious? That precious time before the return of student classes and we re suggesting archiving should be a key IT project during the holidays? Absolutely! You re spending extra time and pounds every year that you delay this, and making the on-going effort of providing and maintaining critical connections for departments, staff, and students more difficult. In our experience virtually every school, college and university we ve spoken to struggles with the same issues. The points below will help you sell this project to an often-sceptical management team. 7 REASONS WHY ARCHIVING IS AN IDEAL HOLIDAY PROJECT 1. It May Actually Cost You Nothing To Implement accounts for 70+% of storage space on servers. If you don t have storage budgeted for this year (and you most likely do), you certainly have storage budgeted for next year. Moving to Cloud or hosted , such as Office 365, does not address this; neither does Exchange A third-party archiving solution such as ArchiveOne from C2C addresses storage management in a very straightforward way: Automated compression/recompression software is integrated into the heart of ArchiveOne (especially attachments) compacts nicely, meaning 500GB of becomes 250GB of when it s archived. Recompression is automatic; users retrieving don t notice a difference. Also built-in to ArchiveOne is Single Instance Storage (SIS), meaning that only one copy of a duplicate and/or attachment is archived, and all other duplicate files are merely pointers. Again, the storage reduction can be dramatic. So what are you spending on storage? Could reducing those requirements by 35-40% equal the cost of archiving? C2C Systems

3 2. Payback Benefits Continue For Years Not only will implementation of third-party archiving have Year One benefits, those reductions will continue over time since new is also compressed. Here are the key benefits customers see: Continued reduction of storage requirements new also takes less space since it, too, is compressed Smaller backup windows: the overall size of the store is reduced, so the size, time, and network bandwidth for backups is also reduced. Archival storage doesn t need the same rigorous backup as primary storage it can be done less frequently and with less disruption to your user community 3. It s A Great Way To Leverage The Cloud Your archived is an ideal candidate for cloud storage particularly in situations where student s are retained for some period of time. With a third-party archiving solution, you can choose the storage location (local or cloud). You can also use the cloud as the repository for your backups and now this is even more cost-effective because archiving has reduced the size of those backups. 4. A Lot Of BYOD Issues Are Solved You may be giving students accounts but institutions expect the students to supply the device this is BYOD in its purest form. Departments and staff too are adding mobile devices such as tablets to their work regime. With third party archiving such as ArchiveOne these BYOD users are already accounted for. Access to archived data (messages and attachments) follows an access anywhere strategy, meaning web-based access as well as mobile access is seamless. A user can access their mail whether on a desktop, a mobile, or even a kiosk, without undue strains on the IT organisation or any user training (the access method is seamless and the same, regardless of device). C2C Systems

4 5. Long-Term Storage Needs Are Satisfied You ve heard it before Departments need long-term access to data, attachments, documents, etc. They reuse materials from year-to-year in their coursework, departmental research can span years or even decades, and staff often need to refer to past data to determine strategies for upcoming years. PSTs can be eliminated. They are easily migrated into archives, which will be backedup, easily searched, and easily maintained. Archival storage can be limitless so departments with long-term requirements are easily accommodated. Search is greatly streamlined. Familiar search windows will work across archived data, allowing users to locate information using keywords, date ranges, and all the other tools with which most are familiar 6. Automatically Manage Temporal Accounts As well as departmental and staff s, most institutions also provide students with access. Sometimes, organisations find online or hosted such as Office 365 for example, is more cost-effective because it s paid-for on a year-by-year basis, as well as easier to simply manage the network in-house. In either case, these student files are temporal at some point post-graduation, this data is no longer needed and can be expired. An archiving solution makes this a simple task: Each student s archive follows a retention policy that policy is easily edited and easily applied but will also take care of automatically expiring this data at the appropriate time without additional IT resources. By using archiving for students, it is easy for IT to provide access to their entire academic career without either loading up corporate servers or relying on students to retain this locally. The thorny issue of ownership in terms of research is addressed by the institution, not the student, by maintaining and retaining data. C2C Systems

5 7. It s A Relatively Straightforward Project It won t take any time or resources at all. You may well have heard this before, but as far as archiving goes, that statement is truer than with other IT projects: Basic installation is easy. At C2C, we see customers completing installations in hours (versus days or weeks). Basic policies are also straightforward most organisations begin with date-bounded archives, which means a single policy covers everything. Customising policies to distinguish between students, department, etc., and to establish varying retention strategies can be developed after-the-fact and applied retroactively (i.e., you don t need to do it all at once). The benefits are immediate. There is no end user training required. So there you have it. Seven reasons why you should seriously consider archiving as the perfect out-of-term-time IT project. At C2C, we ve worked with many institutions that had widely different requirements and situations, so are very likely to have solved issues very similar to your own. Visit our website, and check out the case studies for Portsmouth Grammar School, Harrow College or Exeter University. Don t forget to contact us for a demo C2C Systems

6 ABOUT C2C C2C is a leading provider of archiving and management software for and files. Our products provide centralised control over archiving, retention, disposition, compliance, preservation and discovery of corporate data. From our initial compression product twenty years ago, to our flagship ArchiveOne Enterprise platform, C2C products are recognized for ease-of-use and flexibility. C2C continues to meet the evolving needs of organisations and our customers benefit from improved server performance, reduced storage costs, improved search and discovery processes, and lower corporate risk because they manage and data before it overwhelms them. SMBs choose ArchiveOne, C2C s data archiving solution, because it provides a seamless user experience and tightly integrates with all version of Microsoft Exchange. Configuration options include on-premise and cloud-based, to leverage organisations needs for flexible infrastructure. Large organisations choose PST Enterprise, C2C s data management solution, to locate, migrate, and ultimately expire data held in dark PST containers. This allows them to consolidate resources, migrate to new architectures, and eliminate the risk inherent in old, unknown data. C2C, a Microsoft Gold Certified Partner, was established in 1992, and is a privately-held company with offices in Reading, UK and Westborough, MA. C2C Systems